SPEAKER: ALLAN YU, SENIOR TRANSPORTATION PLANNERSUMTER CITY-COUNTY PLANNING DEPARTMENT

SUMTER, SC

August 3, 2015 August 3, 2015

 

Department of Civil and Environmental Engineering

The Citadel 171 Moultrie St.

Charleston, SC 29409

How to Select Consultant (Architect-Engineer) Services

For Federally Funded Projects

What is the difference between Wisdom and Knowledge?

Who can tell me the difference in less than 7 words?

Wisdom is the application of knowledge

• Today’s lecture is the application of what you read of Chapter 13 “Role and Selection of Consultants” of your text book.

• We are going to have a case study and learn how the City of Sumter selected consultant for transportation planning work and you will see some of the principles that you learn from the text book in the case study.

• So, the topic for today is “How to Select Consultant (Architect-Engineer) Services For Federally Funded Projects “

Engineering Management Civil & Environmental EngineeringCIVL 411

• Case Study• The Sumter Urban Transportation Study (SUATS) is a Metropolitan Planning

Organization (MPO) and is a part of Planning Department of Sumter. SUATS has received federal planning grant from the Surface Transportation Planning Program each year in an approximately $300,000. The federal fund is apportioned to the MPO by the SCDOT Guideshare. In 2014, Federal Highway Administration (FHWA) has hired a consultant to conduct Household Travel Survey (HTS) nationwide for the future transportation demand forecast. $56,000 of planning (PL) fund would be taken out from the Guideshare for the HTS. However, the Policy Committee (Politicians) of SUATS voted against such survey. Instead, $56,000 would be used for local Sumter planning study.

• The residents of Sumter Historic District have complained about the speeding along the Historic District corridor. The City of Sumter decided to use $56,000 of the federal PL fund to hire consultant to conduct a traffic calming study.

How to Select Consultant (A-E) Services For Federally Funded ProjectsRFQ or RFP?

START

FHWA/SCDOT/SUATS Policy Committee approval for the traffic calming Study

RFQ?

No Start RFP Process

Yes

Draft RFQ(Scope of Work)

Submit consultant selection Package to FHWA/SCDOT for approval

Is the Package approvable

?

Yes

No

Advertise it @ SCBO and form Evaluation Board

Received responses From candidates

Evaluation Board scoreCandidates according to

Criteria

OnlyOne Candidate

Got the highest Score?No

Yes

Negotiate Contract priceWith Selected Candidate

Sign Contract

END

RFQ Consultant Services Selection Process

Start

SUATS received approval from FHWA, SCDOT and Policy Committee to use PL fund for Historic District Traffic Calming

Study

RFQ ? No Start RFP Process

Yes

Draft RFQ (Scope of Work)

Submit Consultant Selection Package to SCDOT/FHWA for approval

RFQ vs. RFPWhat are the differences?

Request for Qualifications• Describes the Scope of Work• Identifies budget• Does not ask the consultant’s

price for performing the work• Lists evaluation criteria for

submitters in the Scope of Work• Requests the firm to submit its

qualifications for the work by certain date and time

• May require an approach statement

Request for Proposals• Describes the project goals and

work to be undertaken• Asks for a scope of work from the

consultant to accomplish the work

• Requests personnel assignments, a cost estimate and schedule

Draft Scope of Work• Introduction• Background• Purpose of the Project• Services To Be Provided• 1. Evaluation of Existing Conditions• 2. Problems Analysis• 3. Development of Potential Solutions• 4. Identification of Final Alternatives• 5. Public Meetings

• Services and Information to be provided by the City• Schedule and Resources• RFQ Guidelines• 1. Executive Summary• 2. Consultant’s Background• 3. Project Statement• 4. Proposed Work Program• 5. Schedule• 6. Resource Summary• 7. Staffing• 8. Past Projects• 9. References

Draft Scope of Work—Continue• Evaluation Criteria (Federal Acquisition Regulations, FAR, Section 36.602-1(a))• 1. Responsiveness to the requirements of the RFP (30%)• 2. Completeness and general quality of the written submittal (organization, format, understandability,

soundness of methodology.) (10%)• 3. Composition and expertise of the consultant team, including specific individuals who will perform the

work and the time to be spend by each. (10%)• 4.Demonstrated recent experience reflecting the type of work, quality of work and ability to complete

work within budget and schedule. (10%)• 5. Demonstrated experience and skill in designing traffic calming techniques. (30%)• 6.Demonstrated experience and skill in working with City Staff and community groups. (10%)• Forgot the DBE!! !

• Project Coordinator• Allan Yu, Senior Transportation Planner, (803) 774-1612, ayu@sumter-sc.com

• Submittal of Qualifications• Please deliver 5 copies of the completed submittal by 4:00 PM EST on Friday, March 20, 2015 to

City of SumterAlice C Bailey, Purchasing Manager

21 North Main StreetPO Box 1449

City Hall/Opera HouseSumter, SC 29150

Consultant Selection Package

• SUATS MPO Policy Committee approval (agenda and minutes)• UPWP (unified Planning Work Program) revised to reflect the traffic calming study

in one of the tasks of the work program• Scope of Work (draft copy) (RFQ)

Is the package approvable?

Yes

No

Advertise @SCBO and Evaluation Boards formation

Evaluation Board

• Who are they? (FAR 36.602-2)• Evaluation Board members are appointed • Members should be highly qualified professional employees of the agency• One Government member of the board shall be designated as the chairperson.• No submitting firm can be participating as a member of the awarding agency’s evaluation

board. (Conflict of interests)

SUATS received responsesFrom Candidates

Evaluation board score all candidates according to

Criteria

Only One

candidate highest score?

NoNonoNo

YES

Evaluation Board Functions (FAR 36.602-3)• Review the current data files on eligible of the contracting activity (SCDOT has kept

a list), and responses to a public notice concerning the particular project (the purchase department director is one of the members board)

• Evaluate the submitters in accordance with the criteria in FAR 36.602-1 (Flow chart #10 above)

• Hold discussions with at least three of the most highly qualified firms regarding concepts and relative utility of alternative methods of furnishing the required services.

• Prepare a selection report for the decision maker, recommending in order of preference, at least three firms that are considered to be the most highly qualified to perform the required services. The report shall include a description of the discussions and evaluation conducted by the board to allow the selection authority to review the considerations upon which the recommendations are based.

Score Sheet of RFQ--Sumter Historical District Traffic Calming Study

Evaluation Criteria

Maximum

Score GivenPossible Score

Responsiveness to the requirements of the RFQ 30%

Completeness and general quality of the written submittal

10%

(organization, format understandability, soundness of methodology)

Composition and expertise of the consultant team, including specific individuals

10%

who will perform the work and the time to be spent by each.

Demonstrated recent experience reflecting the type of work, quality of work

10%

and ability to complete work within budget and schedule

Demonstrated experience and skill in designing traffic calming techniques

30%

Demonstrated experience and skill in working with City Staff and community groups10%

Applicant's Name

Negotiate the contract priceWith the selected candidate

Contract Signed

End

Agreement and Contract Between The City of Sumter and Selected Candidate

• Section I. General Recitals address, witness, parties in the agreement

• Section II. Scope of Services Required of Consultant project description, general statement of consultant’s assignment, certification for Project Plans and specifications

• Section III. Services of the City no cost to consultant, City provides all reports, data, and information in possession of the City e.g., crash data

• Section IV. Schedule (Time of Performance)• Section V. Fee and Costs• Section VI. Mode of Payment Monthly invoices, acceptable invoices

• Section Vii. General ProvisionsA. Ownership DocumentsB. Information Technology C. Findings ConfidentialD. Requirements For Checking and Reviewing of PlansE. ProgressF. Quality ControlG. Inspection of WorkH. Changes in ContractI. Delays and ExtensionsJ. Failure to maintain satisfactory progressk. Termination of ContractL. Disputes

Agreement and Contract Between The City of Sumter and the Selected Candidate-Continue-

M. Responsibility For Claims and LiabilityN. General compliance with LawsO. Subletting, Assignment or TransferP. Ethics ActQ. Drug Free Work Place CertificationR. Covenant Against Contingent FeesS. Title VI Civil Rights Act of 1964T. Minority Business EnterpriseU. Equal Employment OpportunityV. Participation by Foreign Consultants and SubconsultantsW. Compliance Concerning Illegal AliensX. Successors and AssignsY. Entire Agreement

Signed by both parties (City of Sumter and the selected consultant)

Q & A

Allan Yu, Senior Transportation Planner:ayu@sumter-sc.com (803) 774 1612Sumter City Web Site : www.sumtersc.govPlanning Department (SUATS):www.sumtersc.gov/planning.aspx

Thank You